What workflow rules & tasks are available and how do they work?

What are workflow rules & tasks?

In Nimbata, workflows come with a set of filter criteria or 'rules' and a set of actions or 'tasks':

• Rules help you filter through incoming calls based on your preferred parameters.
• Tasks let you decide how you want the calls that make it through the filters are handled.

Which workflow rules & tasks are available?

1. Rules aka Filter criteria

Free Text Question (AI): Ask Nimbata AI any call-related question that can be answered with 'Yes' or 'No'. E.g. "Was the caller a returning customer?"

Call Details

• 1st Time Caller (1yr): Tags a caller as new (first time) or repeat based on whether they've called your business before or not in the past 365 days.
• Call Duration: Classifies calls based on whether the call lasted for a time equal to, more than, less than, or within the range of your defined duration (in seconds).
• Call Outcome: Tags calls based on outcome; Answered, Not Answered, Answered or Voicemail, or Blocked.
• Call Type: Lists calls based on their routing path; Regular, Multi, Priority, or Weighed.
• Caller: Sets parameters to allow or block callers whose numbers are equal to, begin with, end with, contain, include, or exclude one or more prefixes.
• Caller Name: Sets parameters to allow or block callers whose (nick)name is equal to, begins with, ends with, contains, includes, or excludes a certain name.
• Calling Country: Selects one or more countries, based on calling prefixes, from which calls are allowed through or blocked.
• Destination: Selects destination numbers(s) and lets you set parameters to call destinations that are equal to, begin with, end with, contain, include, or exclude a certain number.
• Digits Pressed by Caller: Selects what happens next in the workflow when the caller presses a certain digit(s). Also lets you set parameters when the digits pressed are equal to, begin with, end with, contain, include, or exclude a certain number(s).
• Digits Pressed by Destination: Selects what happens next in the workflow when the destination presses a certain digit(s). Also lets you set parameters when the digits pressed are equal to, begin with, end with, contain, include, or exclude a certain number(s).
• Hangup Cause: Tags the call according to the reason it was terminated; Capped, Hangup, Invalid Key Entry, Lose Race, No Answer, No Call Flow, Normal Clearing, Originator Cancel, Spam Filter, User Busy, Other.
• Recording: Categorizes calls into ones that include or do not include a recording.
• Recordings (stopped): Categorizes calls into ones where the recording was stopped or wasn't.
• Talk Duration: Classifies calls based on whether the duration of talking lasted for a time equal to, more than, less than, or within the range of your defined duration (in seconds).
• Time: Classifies calls received according to the time of day they were made. You can group calls before or after a certain time of day or in between a specific time window.
• Times Called: Classifies calls based on if the times you received a call from a certain number are equal to, more than, less than, or within the range of your defined number.
• Tracking Number: Groups calls based either on the tracking number(s) you pre-select from the list or on the number(s) equal to, begin with, end with, contain, include, or exclude a certain tracking number.
• Transcriptions: Lets calls through depending on whether they include a transcription or not.
• Voicemail: Lets calls through depending on whether they include a voicemail or not.

Attribution*

• Call Page: Categorizes a call based on whether the Call Page it originated from equals to, begins with, ends with, contains, includes, or excludes a specific Call Page identifier.
• Click ID: Categorizes a call based on whether the Click ID it originated from equals to, begins with, ends with, contains, includes, or excludes a specific Click ID identifier.
• Device Type: Categorizes a call based on the device type it originated - Desktop, Mobile, Tablet, or Unknown.
• Source Type: Categorizes a call based on the type of the Ad Source it is tied to. Source types currently included are All Digital (or remaining), Custom Parameters, Direct, Email / Newsletter, Google Ads Call Extension, Google My Business, Impression, Offline, Online Paid, Organic Search, Other, Print, Radio, Referrers (All), SMS, Social, and TV.
• UTM Campaign: Categorizes calls based on if the URL parameters tied to the call are equal to, begin with, end with, contain, include, or exclude a specific Campaign ID.
• UTM Medium: Categorizes calls based on if the URL parameters tied to the call are equal to, begin with, end with, contain, include, or exclude a specific Medium.
• UTM Source: Categorizes calls based on if the URL parameters tied to the call are equal to, begin with, end with, contain, include, or exclude a specific Source Type.

Fields**

• Notes^: Highlight moments during a call based on whether what was spoken is equal to, begins with, ends with, contains, includes, or excludes specific words, phrases, or speech patterns.
• Rating^: Assigns each call a rating (on a scale of 1 to 5 stars) and groups them based on if the rating is equal to, greater than, less than, or in the range of your rating of choice.
• Tag^: Tags calls based on the Call Status (Appointment Booked, Callback Requested, Callback Scheduled, Call Dropped / Technical Issue, Conversion, Existing Customer, No Answer, Not Interested, Qualified Lead, Sales Confirmed, Spam, or Wrong Number) or Sentiment (Angry, Frustrated, Happy, Mixed, or Satisfied) that Nimbata's AI has detected about the call with its use of Conversational Intelligence.
• Value^: Assigns a monetary value to each call based on your pre-defined criteria. Alternatively, you can manually assign a value to each call that is equal to, less than, greater than, or in the range of the amount you have inserted.

Conversation

• Word & Phrase Spotting: A collection of all the words and phrases you want identified in calls when spoken by callers, destinations, or both parties. Define the words and phrases most important to your business and select whether you'd like all words or phrases to be spotted in a conversation or not.

Other

• Call Flow: Connects your workflow to one or more call flows you have created.
• Swap Group: Connects your workflow to one or more of your tracking number swap groups available.

2. Tasks aka Actions

Transcribe Call: Enables call transcriptions to convert your call recordings into written words. This feature forms the basis for Nimbata AI to auto-tag, take notes on, assign ratings, and add a value to each call.

Update Field**

• Tags: Fill with AI option: Instructs the Nimbata AI on how to add the tags you have selected. You can also limit the tags the Nimbata AI has access to.
• Notes: Fill with AI option: Instructs the Nimbata AI on what notes to keep from a phone conversation.
• Rating: Fill with AI option: Instructs the Nimbata AI on how to rate each call.
• Value: Fill with AI option: Instructs the Nimbata AI on how to calculate the value of each call.

Perform an Action

• Summarize Call: Instructs the Nimbata AI to provide a summary of what was discussed during each call.
• Add to Spam Filter: When selected, all calls that meet the rules defined in the workflow will be tagged as spam.

Integrations

By using the following integrations, Nimbata:

• Email Notifications: Sends call or SMS events to your inbox.
• Google Ads: Helps you discover which campaigns, ads, and keywords produce high-value conversions.
• Google Analytics: Adds call conversions to Google Analytics and helps you discover where your true leads are.
• Slack: Helps you handle your phone calls on time and improves collaboration with and within your team.
• Facebook: Builds richer audience insights and refines targeting with high-intent call events.
• Google Sheets: Combines insights from different lead sources and creates powerful reports.
• HubSpot: Automatically creates contacts and updates existing ones when your phone rings.
• Microsoft Ads: Find out which campaigns, ad groups, and keywords make your customers call you.
• Microsoft Dynamic Sales: Automatically creates contacts and updates existing ones as soon as you receive a call.
• Pipedrive: Automatically syncs your call activity and feeds all information directly into your CRM.
• Salesforce: Automatically syncs your call activity and feeds all information directly into your CRM.
• Webhook: Sends your inbound call activity to any web application, service, or reporting system.
• Zapier: Connects with 1000s of marketing, sales, and CRM tools.
• Zoho: Automatically creates contacts and updates existing ones as you receive calls.
• Cometly: Increases ad visibility and streamlines ad attribution and optimization.

Updated on: 26/08/2025